FAQ - Frequently asked questions

We don't have a binding period in our contracts. We aim to build a product you want to keep using - not because you're stuck in a contract. 

All agreements have one month's notice period.  

Your monthly price is calculated from the number of employees in Hailey. Payment is made in advance by monthly invoice. You get an unlimited number of administrators.

Contact us for pricing details for your company size!  

Since we started building Hailey after GDPR entered into force in 2018, we have designed the system with GDPR in mind. We can thus guarantee the safe handling of personal data. Your settings and deletion policy decide how long the data is stored before making it unreadable. 

By centralizing your data in one place, you always know where it is, making it easy to delete it when needed. 

Hailey HR is a cloud-based HR system. It is quick to get started and requires no complicated installations. All sensitive data is stored on secure servers provided by our partner Upcloud. Upcloud is a Finnish company (FO number 2431560), with Finnish owners and data centers in Europe that comply with the GDPR. All personal data is encrypted and stored with Upcloud.

Other data that is not personal data is stored on European servers at Microsoft Azure (primarily in Amsterdam, with automatic backup in Dublin). No personal data is stored with Microsoft Azure.

Personal data is encrypted at rest using AES256. Communication with services is secured by HTTPS using TLS 1.2. Hailey HR is using crypto shredding to ensure maximum data security. It is the practice of rendering sensitive data unreadable by deliberately overwriting or deleting encryption keys used to secure that data.

You decide who will see what based on your roles and rights. By default, employees can only see limited information about the organization - and this can be tailored to your needs. The adaptation takes place in our authority structure, where administrators distribute rights regarding access to various parts of the system.

You can export all master data to an Excel-compatible file. There is step-by-step documentation on how to export your information from the system. For security and backup reasons, Hailey HR saves data 30 days after the end of the agreement, and then all data is deleted.

Data concerning the business relationship between you as a customer and Hailey (e.g., agreements and billing information) is saved.

It is possible to log in with SSO from Microsoft, Google and Okta. 

We use crypto-shredding to ensure maximum data security. It is the practice of rendering sensitive data unreadable by deliberately overwriting or deleting encryption keys used to secure that data. 

If a user wants to exercise their right to be forgotten, we can easily delete the appropriate key, effectively "shredding" the encrypted data.

We currently offer anonymous surveys with a minimum of three respondents. The results can be broken down by legal entity, department, location, manager, team, gender, and job title to enable deeper data analysis.

It is possible to write notes on employees that only managers with the right qualifications can see. Our flexible authorization structure enables you to tailor this.

Hailey can also help you handle meeting notes requiring both parties' signing. The documents linked to incidents are stored on the employee card.

We’re continuously working to give customers more ways to customise parts of the platform. Our focus is on areas like recruitment (career pages and job ads), onboarding (candidate and preboarding portals), and the company page. This ensures we maintain our user-friendly design.  

We’d love to show you how, for example, the onboarding process can be tailored with your logo – get in touch with us!

You can easily add competences to employees. This can be done either automatically, based on specific organisational affiliations, or manually for greater flexibility.

Preboarding and onboarding are central functions that you tailor based on your needs and wishes. In the onboarding, you can include both images and text from managers and the team to create a welcoming start for your next colleague.

Absolutely – we offer an incredibly simple, integrated process for the entire employee journey! Our wizard guides you step by step through the process.  

From the recruitment stage, you gather all data in one place, making it easy to move your top candidate directly into the hiring process.  

In the hiring process you handle everything from collecting personal details to creating contracts and signing agreements with our built-in e-signing feature using BankID or a digital signature. The signed agreement is then automatically saved under the employee's profile, eliminating double work.

You can easily use our contract library for this. In addition to templates for employment agreements, you can create attachments, written certificates, and termination forms, either manually customised or with the help of AI. These can be signed via BankID or e-signature directly through the system.

You can handle forms populated with HR and employee data via our contract templates or upload ready-made pdfs for signing.

It is also possible to build dynamic policy documents in our contract editor to be able to revise them and then send out new versions quickly.

No, you still need a payroll system. But we do recommend that Hailey becomes the master system for all HR data. 

Both absence reporting and other employee data changes can be listed in our change report and exported to the payroll system. 

If your payroll provider offers an API, you can build an integration to send data directly to the payroll system. The actual payroll run is still done in your existing payroll system but with data from Hailey.

Hailey HR is not a benefits portal. On the other hand, you can build a clear overview of employees' benefits and compensation within the company by using our function for custom fields.

Many customers are used to handling master data in the payroll system. By moving this to Hailey, you will have more flexibility around roles and rights to offer both transparency and secure handling of personal data.

You can integrate Hailey with your Microsoft or Google accounts, your website, and other systems to provide a single source of truth that you can use throughout the organization. Another benefit of the flexibility is keeping your data in a place where you can add your own fields and use the system how it suits you best.

Absolutely! This is one of our main features. Each employee has a timeline where history is collected about, among other things, previous roles, managers, salaries, and agreements that have been signed.

Can I view data for multiple employees at once?
Yes – with our employee list, you can easily get an overview of all employee data by selecting the columns and filters you're interested in. You can even save your favourite views for quick access

It is possible to upload agreements and documents on an employee's employee card. The document types we support are currently: jpg, .jpeg, .png, .pdf, .doc, .docx, .xls, .xlsx. Documents and agreements signed in Hailey automatically end up on each employee's profile.

It is perfectly possible to use our contract bank for this. In addition to employment contracts, you can create appendices, written certificates, and termination forms. These are signed via e-signature or BankID through the system.

You get instant access to a wide range of reports with flexible filtering and export options.  

In the employee list, you can create customised reports based on your specific needs. Much of the data stored in the system is available for filtering.  

Our Analytics section also includes ready-made reports that cover common queries such as headcount, age and gender distribution, salary levels, and more.

Yes, built-in filters from the employee list are easily downloaded as Excel files.

The support from our Customer Success team is one of the most appreciated parts of Hailey among our customers. The team is available via email, telephone, and video conference during office hours.

We have built a knowledge base that contains clear guides where we step by step go through how you can use each of the features in the best way possible. Of course, we are only an email away if there are any questions.

Kick-off Meeting – Online, approximately 60 minutes
We’ll go through the system together via Teams and set up an account for you so you can get started.

Together, we’ll create a plan for onboarding into the system and ensure continuous communication throughout the implementation phase. Typically, we schedule a meeting each week until implementation is complete and you’re live. Once the implementation phase is finished, you’ll have access to our support team for guidance and assistance with the system.

How long does it take?
Some of our customers go live across their entire organisation within 2–3 weeks, while others require more time. Two factors usually determine the timeline:

1. How much time and focus you can dedicate.
2. How much you want to adjust your existing processes as they transition to Hailey.

From our side, the process is quick, and we’ll help you plan an efficient implementation with a logical sequence.

When you’re live
📚 Help Centre: You’ll have full access to our help centre, featuring text and video guides to complement your onboarding meetings or help you explore new features.

🚚 Product Updates: Every three weeks, you’ll receive a product update email highlighting all the latest features and improvements.

🧑‍💻 Support: For day-to-day questions, you’ll have unlimited access to our support team.

🌱 Ongoing Follow-Up: Together with your Customer Success contact, you’ll establish a plan for regular check-ins after launch.